Using Mail Merger on Mac, with Word 2016. Merge to Email is grayed out/ Ask Question Asked 3 years, 10 months ago. Active 2 months ago. Viewed 11k times.
How to format date, currency and number during mail merge in Word? Mail merge is a useful tool to create a set of documents that are essentially the same but where each documents contain unique elements. However, when we merge some mails, we should pay more attention to the format of date, currency and number.
1) create a data source in Excel, including email addresses and other potential merge fields 2) create a new (or use an existing) 'master document' in Word and connect it to that data source (I've done this before on other systems and am very comfortable with it) 3) select MailingsFinish & MergeSend Email Messages.
The next step in the Mail Merge process is to upload our spreadsheet so that Word can create a copy of each postcard for each customer. If you don’t already have a separate document with the needed information, you can click Create to enter your recipients individually. Below is an example of how that would look.

What Is A Word Mail Merge?

A mail merge in Word will combine a preprepared letter with a mailing list, so that bulk mail is personalised before it is sent out. For example, you might be part of an organisation that has a list of members and you want to let them know about an upcoming Annual General Meeting. Your mailing list would be the list of members’ names and addresses, and the preprepared letter would be a letter informing them of the AGM. Each letter produced will be identical, apart from the personalised portions.

Mail Merge Creating Labels 1. Select the Mailings tab. Select Start Mail Merge. Select Step by Step Mail Merge Wizard. Select Labels from the document type. Select Next: Starting document. Select Change document layout.

The three files involved in the mail merge process are:

your main document
your mailing list
the merged document

The Main Document

You should prepare your document before you start the mail merge, so type that out and save it now. Once it’s ready, you will then tell Word the type of mail merge you are about to start: go to the Mailings tab and click Start Mail Merge > Letters.

Now we will link the letter to your mailing list.

The Mailing List

Your mailing list can be stored in a variety of different locations, such as an Excel spreadsheet, an Access database, a directory of Outlook contacts, or an Office address list. It contains the personalised details that will be combined with the document.

If you don’t have a mailing list when you begin the mail merge, you can get Word 2016 to create one during the merge. We recommend that you create the mailing list before you commence the merge though, so for this example we’ll assume you have an Excel spreadsheet that contains names and address that you want to mail the letter to.

Link The Mailing List To The Document

Go to the Mailings tab and click Select Recipients in the Start Mail Merge Group. We’re going to assume you have a mailing list ready to use, although you can create one on the fly. Select Use An Existing List.

In our example, we have an Excel Spreadsheet, so navigate to where that is and select it. Select the sheet that contains your data and click OK. If the first row in your spreadsheet is a header row, make sure that you check the box to say so.

Now that you have established the link between your document and mailing list, save the document.

We’re going to assume that you want to send your letter to everyone on your list, but if you want to, you can select only certain entries from the list.

Insert Merge Fields

We now need to tell Word what personal details to add to the letter and where. To do this, we will insert merge fields in the main document. We’re going to keep things very simple and we’re just going to insert the most basic information. In our example we will insert member names and addresses.

First of all position the cursor where you want the address to appear on your letter. Then, on the Mailings tab, in the Write & Insert Fields group, choose Address Block.

In the window that opens, you get the chance to review and amend the format of the address that will be inserted when the merge is actually run.

Make any changes you need and click OK. You will ten see the <<AddressBlock>> placeholder appear where you inserted it.

Let’s add a greeting line: position the cursor where you want the greeting and in the Write & Insert Fields group, click Greeting Line. Again, you get the chance to review and amend teh greeting, so make your changes and click OK. You will see the <<GreetingLine>> placeholder where you inserted it.

The address and greeting are standard items, that most people will want to use in their mail merges, so they get their own special buttons in the ribbon. What if you want to insert data that is not in the Write & Insert Fields group? You will need the Insert Merge Fields button for that.

In our example we have an email address column in the spreadsheet. We’ll add that now: click Insert Merge Fields > email.

Word gets all the column headings in the spreadsheet and lists them for you to select from. An <<email>> placeholder is inserted.

All the <<>> placeholders inserted will get populated with real data from your spreadsheet when the merge is run.

Run The Mail Merge

The preparation is complete! All that is left to do is preview what the merged letter will look like, and then run it. Click Preview Results, and then choose the Next record button or Previous record button to make sure the names and addresses in the body of your letter look right.

Make any changes you feel are necessary, and then, once happy, click Finish & Merge > Print Documents to run the merge and print.

Don’t forget to save your document.

This tutorial was more of a quickstart than an in depth exploration of mail merge in Word. We will be looking at all the different variations in the step involved in later tutorials, so stay tuned for those.

I use the mail merge feature a lot. When going in to edit the recipient list, is there a quick way to delete all of the previous information, or do you have to delete each recipient individually?

–Submitted by Karen from State College, PA

ANSWER:

If you created the list using Word 2007 and you do not have Access installed, you have to delete the records one at a time. Install flash 6.0 or above.

Deleting records by editing the source file in Access

If you have Access 2007 installed, you can edit the source file table and delete all of the records at one time. But do not change the structure of the table within Access 2007 or it will break the connection with your mail merge file.

To delete records, open Access 2007, then follow these steps:

To open the data file, press Ctrl + O, then browse to the date file record and double click it. (The default location is C:My DocumentsMy Data Sourcesfile-name.mdb.)
If you get a security warning, click Options, select Enable Content, and then click OK.
In the Navigation Pane, double-click the Office_Address_List table icon to open the table for editing.
Highlight all of the records you want to delete. (Left-click and drag the mouse.)
Note: You can only highlight adjacent records. If you want to skip records, you will have to highlight and delete in sections.
Right-click, then select Delete Record. Click Yes to verify the deletion.
Close Access.

Go back to Word 2007 to add new recipients to the list and complete your mail merge.

Editing the recipient list

If you do not want to permanently delete the recipient list records, there is a quick way to deselect all of the recipients within the Mail Merge Recipients dialog box. All you need to do is uncheck the box at the top of the list.

After deselecting all records, you have to manually select recipients for the mail merge.

If you have a huge list and need to send mailings to specific contacts, it is easier to use the filter than to deselect all then have to select recipients one-by-one.

Instead of deselecting, at the bottom of the Edit Recipient List window, click Filter.

You can create very advanced filters in this screen using the And/Or operators, and selecting specific merge fields.

Email Merge Greyed Out Word 2016